Strategic Procurement Transformation

Transcription

1 Transformation Status Report for May 2014 Activity I. Administrative Review Recommendations II. Status Report: Past 30 Days III. Implementation Time Line (re-set January 31, 2014) IV. Key Milestones - Thru FY2014 (re-set January 31, 2014) V. Attachments: - Strategic Sourcing Initiatives in Progress - Stakeholder Groups and Transition Teams - Travel and Expense System Implementation and Governance Structure > Travel Advisory Group: Roles and Responsibilities > Travel Steering Committee: Roles and Responsibilities - Accounts Payable Invoice Processing Status Report - Organization Chart with Position Status Page 1 of 23

2 Transformation I. Recommendations 1. Procurement of Specific Goods and Services a. Travel and Expense Management A. Conduct a Comprehensive Assessment to document the travel service requirements for all traveler groups and locations. B. Secure Travel Management Company(S) and Electronic Travel Reimbursement System through a competitive public process to provide unified on-line and agent assisted travel services that are integrated with a paperless travel reimbursement system. C. Contract with Preferred Travel Providers for favorable pricing and service guarantees for transportation, airfare, and lodging to the extent practicable in the context of the specific needs of University D. Update Travel and Expense Administrative Practice Letter (APL) with clear guidelines for areas such as tipping, per diem rates in high cost destinations, and exceptions for unique travel needs. E. Establish Unified Travel Administration as part of a comprehensive University system-wide procurement strategy to provide consistent policies and services for all locations with a dedicated support structure. Staff would be located at both campus and system offices with emphasis on ensuring effective campus-based presence. 1. Procurement of Specific Goods and Services b. Other Commodities and Services (Strategic Sourcing) A. Establish Multi-Campus Advisory Groups with expertise in products and services being considered for competitive public bid. B. Develop Spend Analytics Methodology/Tools to better identify products and services where the University system would save money and add value from a competitive public bid process. C. Implement Contract Management Process to better manage suppliers, ensure consistent contract terms across the University system, eliminate redundant agreements, and identify opportunities for competitive public bids / re-bids. D. Conduct Competitive Public Bids for key products and services such as electricity, IT hardware (in coordination with IT administrative review), promotional materials, custodial paper goods, scientific equipment, commercial print, temporary employment, books/periodicals, vehicle services and parts, and prospect lists. E. Expand the Breadth of Products available with favorable pricing and contract Terms by increasing MaineStreet Marketplace (MSM) catalog suppliers and migrating procurement activity from procurement card (Pcard) to MSM as appropriate. 2. Procurement Card (Pcard) Administration A. Deliver System-Wide Pcard Service, Support and Training for all locations as part a comprehensive support strategy for all procurement platforms (i.e., Pcard, MaineStreet Marketplace (MSM), Travel & Expense). B. Establish Benchmarks and Standards for Pcard issuance and approvals to be administered consistently across the University system. C. Re-bid Pcard Services following a competitive public process to better meet Pcard user requirements and administration and include travel expense management. D. Establish Unified Pcard Administration as part of a comprehensive University system-wide procurement strategy to provide consistent policies and services for all locations with a dedicated support structure. Staff would be located at both campus and system offices with emphasis on ensuring effective campus-based presence. 3. Structural Resources and Efficiencies (Procurement Organization Structure) A. Transition to a Unified Organization operating as a shared system-wide service reporting to the Chancellor or the Chancellor s designee and advised by the Shared Services Advisory Council and the President s Council. The organization would consist of three functional units: Procurement Operations, Procurement Services, and Strategic Sourcing with staff located at both campus and system offices with emphasis on ensuring effective campus-based presence. B. Create a Procurement Operations Unit within the unified strategic procurement organization responsible for accounts payable, travel and Pcard administration, procurement systems administration, and management of procurement related data. C. Create a Procurement Services Unit within the unified strategic procurement organization to provide consistent, system-wide training and support, coordinate procurement activity for individual campuses, oversee quality assurance and compliance, and conduct special projects as required by legislative and regulatory mandates. D. Create a Strategic Sourcing Unit within the unified strategic procurement organization to facilitate public competitive bids, analyze spend data, develop research and reporting methodologies, establish campus-based advisory groups, monitor supplier performance, and manage contract activity. E. Establish Assessment Process for each unit defining evaluation criteria and review process for achieving service, efficiency, and expense reduction goals. F. Improve Mechanisms for Exception Process and Feedback that provide flexibility for unique requirements and create a better process for incorporating suggestions from shoppers about goods or services where they believe additional savings could be obtained. Page 2 of 23

3 Period Covered This Report: Overall Project Status: FY th Quarter: May Transformation II. 30-Day Report - May 2014 Status Color Key Project On Track Some Concerns Project Off Track Status: Key Accomplishments - Staffing > Procurement Services: - UM Campus Procurement Coordinator posting completed. Candidate evaluation activity to be completed this week - Training and Communications Administrator position posted - Special Projects Job Description completed and submitted to HR for rating - Procurement Services Director job description in process > Procurement Operations: - Procurement Operations Director position posted. Application review begins June 19, All other Procurement Operations positions are filled > Strategic Sourcing: - Procurement Data Analyst position filled - Sarah Hopkins began the new position on Contracts Coordinator Position Job Description completed and submitted to HR for rating. Last open Strategic Sourcing Position - Accounts Payable > Continue to monitor and manage invoice processing workflow (report attached) > Invoice processing optimization (AP Director) contract signed, pre-implementation planning in process. - Performance and Budget Tracking and Communication > Agreement signed for 3rd party review of savings calculations and modeling > Spend analytics tool (Spikes Cavell) available for UMF and UMA FY2013 data. Other campus data in process. Areas of Concern - Currently on-plan as reset in January 2014 Structure Key Next Steps - Staffing > Schedule Interviews: Training and Communications Administrator, Procurement Operations Director > Last Position Postings: Contracts Coordinator, Special Projects Coordinator, Procurement Services Director - Invoice Processing Optimization (AP Director) > Form implementation Steering Committee > Hold first implementation Steering committee meeting to provide project overview - Performance and Budget Tracking and Communication > Release strategic procurement satisfaction survey > Continue to define and implement assessment process for each unit including evaluation criteria and review process for achieving service, efficiency, and expense reduction goals Page 3 of 23

4 Period Covered This Report: Overall Project Status: FY th Quarter: May Transformation II. 30-Day Report - May 2014 Status: Key Accomplishments - Travel and Expense Initiative > Completed extensive Travel and Expense implementation planning sessions covering all aspects of the Concur Travel and Expense system > Scheduled implementation meetings with Concur > Formed Travel Steering Committee and compiled roles and responsibilities (see appendix) > Began forming Travel Advisory Group and compiled roles and responsibilities (see appendix) > On track to have Travel and Expense system available in January 2015 > Final draft contract completed for Travel Management Company - Shorts Travel. Contract reviewed by IT, Legal, and Risk. Areas of Concern - Currently on-plan as reset in January 2014 Key Next Steps - Travel and Expense Initiative > Execute contract with Travel Management Company: Shorts Travel > Continue implementation activity with Concur > Complete formation of Travel Advisory Group > Continue to formalize implementation, communications, and training plans Procurement: Travel and Expense Status Color Key Project On Track Some Concerns Project Off Track Page 4 of 23

5 Period Covered This Report: Overall Project Status: FY th Quarter: May Transformation II. 30-Day Report - May 2014 Status: Key Accomplishments - Key Sourcing Initiatives: > Energy Consultancy Agreement: Executed Letter of Intent with CES: multi-campus agreement > IT Hardware: final recommendation under review: multi-campus agreement > Washer/Dryers for Residence Halls: final recommendation under review: multi-campus agreement > Compiled report listing all Sourcing Projects in process: 55 projects identified with 33 having multi-campus contract potential (see appendix) - Spend Analysis and Savings Methodology > Reviewed work in progress by contracted 3rd party analysis firm (Spikes Cavell) to create searchable database of spend history. First two campuses completed. > Executed agreement with 3rd party (Huron) to develop and validate savings model methodology for documenting savings for Sourcing initiatives - Held planning meeting: Strategic Sourcing Team and Information Technology Services (ITS) Project Management Team to coordinate activity and find opportunities for collaboration Areas of Concern - Currently on-plan as reset in January 2014 Procurement: Strategic Sourcing Key Next Steps - Key Sourcing Initiatives > Move forward with key initiatives and identify new opportunities - Spend Analysis and Savings Methodology > Work with Spend analytics firm (Spikes Cavell) to complete the Spend analysis database > Begin work with 3rd party firm (Huron) to validate savings model and savings calculations for individual initiatives Status Color Key Project On Track Some Concerns Project Off Track Page 5 of 23

6 Period Covered This Report: Overall Project Status: FY th Quarter: May Transformation II. 30-Day Report - May 2014 Procurement Card (Pcard) Status: Key Accomplishments - PaymentNet 4 Conversion: > Made significant progress working with campuses on payment reconciliation issues in preparation for fiscal year end activity. - New PCard Agreement > Agreement for Higher Ed consortium based contract under review - New Fuel Cards distribution > Distributed replacement WEX fuel card with better terms and rebates compared to current UMS WEX agreement > New WEX Fuel card on-line request form available Status Color Key Project On Track Some Concerns Project Off Track Areas of Concern - Execution of new Pcard consortium agreement behind schedule due to issues encountered during PaymentNet4 transition. Focus on Pcard reconciliation in preparation for fiscal year end. Expect executed agreement in June. Key Next Steps - PaymentNet 4 Conversion > Complete Pcard reconciliation activity for fiscal year end - New Pcard Agreement: > Complete Higher Ed Consortium based publically bid Pcard agreement - WEX Fuel card distribution > Complete new WEX fuel card distribution and communicate request process for WEX Fuel card Page 6 of 23

7 Administrative Review Recommendations Implementation Timeline Revised A Procurement of Specific Goods & Services Travel and Expense a Comprehensive Assessment b1 Travel Management Company b2 Travel & Expense System c Contracts with Preferred Providers d Update T&E APL Practice Letter e Unified Travel Administration B Other Commodities and Services / Strategic Sourcing a Multi-Campus Advisory Groups b Spend Analytics Methodology/Tools c Contract Management System / Process d Competitive Public Bids: d1 Electricity d2 IT Hardware d3 Custodial Paper Good d4 Scientific Equipment d5 Commercial Print d6 Temporary Employment d7 Books / Periodicals d8 Vehicle Services and Parts d9 Prospect Lists d10 d11 d12 Recommendation Focus Areas e Expand MaineStreet Market Place 2 Procurement Card (Pcard) Administration a System-Wide Pcard Support, Training b Pcard Benchmarks and Standards c Re-bid Pcard Services d Unified Pcard Administration Vehicles Shipping Sourcing Other Opportunities 3 Structural Resources and Efficiences (Org Structure) a Unified Org b Procurement Operations Unit c Procurement Service Unit d Strategic Sourcing Unit e Assessment Process f Exception and Feedback Process FY2013 FY2014 FY2015 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Public Competitive Bid Process Implementation Activity Transition Activity New System / Process in Place Page 7 of 23 Legend Bid / Contract process ongoing Continuous Improvement FY2016

8 Key Activity Structure / Organization Transformation IV. Key Milestones FY13 Q4 April May June - Interim Leadership Task Assignments - Presidents / CFOs Briefed - Meet w/ Current Procure Staff - Continue Interim Task Assignments - CPO Position Posted - Current Procure Positions: > Continued Communications (3A-F)* Procurement: Travel & Expense (1a A-E, 3F)* Strategic Sourcing (1b A-E, 3F)* - Sourcing Contracts in place: > Shipping > Added MaineSt Market suppliers: Lowes, FW Webb - Kick off: Travel & Expense RFP - Travel APL Update (APL) > Draft complete - Sourcing Kick-off: > Electricity > Energy Management Consulting Procurement Card - Kick off: Pcard/Travel Card RFP (2A-D, 3F)* Key Communications (3F)* Presidents Council: 4/10 SSAC: 4/1 Presidents Council: 5/8 BoT Finance/Facilities: 05/16 BoT: 05/19-20 Campus Visits: TBD ~05/13-17 SSAC: 6/10 ~Admin Review Mthly Rpt: 06/03 * Specific Recommendations from Admin Review Report Page 8 of 23 APL : Administrative Practice Letter RFP: Request for Proposal SSAC: Shared Services Advisory Committee

9 Key Activity Structure / Organization - Current Procure Positions: > Same broad-based job duties > Continued Communications Transformation IV. Key Milestones FY14 Q1 July August September - 1st Wave New Positions in Place: > CPO and others - Procurement Operations: > AP Efficiency Module: Due Diligence and ROI (3A-F)* Procurement: Travel & Expense (1a A-E, 3F)* - Travel & Expense RFP > 1st Draft Complete - Travel APL Update and RFP > Drafts distributed for review - Travel APL Update > Review complete and released - Travel Services RFP > Review completed and RFP posted > RFP Response Eval Team in place Strategic Sourcing (1b A-E, 3F)* Procurement Card (2A-D, 3F)* - Pcard APL Update drafted and distributed for review - Pcard RFP Drafted - Pcard APL Update > Review complete and released - Pcard RFP > Draft distributed for review Key Communications (3F)* BoT: 07/15 SSAC: 8/29 Time Period Covered in this Report BoT: 09/23 Time Period Coverd in this Report * Specific Recommendations from Admin Review Report Page 9 of 23 APL : Administrative Practice Letter RFP: Request for Proposal SSAC: Shared Services Advisory Committee

10 Key Activity Structure / Organization Transformation IV. Key Milestones FY14 Q2 October November December - Strategic Sourcing Dir in place - Interim Sourcing Service Dir in place - FY2015 Budget Allocation Planning (3A-F)* Procurement: Travel & Expense (1a A-E, 3F)* - Travel Services RFP > RFP Responses Received - Travel Services RFP > RFP Responses Scored > Additional eval activity scheduled - Travel Services RFP > Vendor Presentations Scheduled Strategic Sourcing (1b A-E, 3F)* - Sourcing Kick-off: > IT Hardware Procurement Card - Pcard RFP > Review complete > Review Consortium Contracts - Pcard RFP / Consortium Contract > Review consortium contracts - Pcard RFP / Consortium Contract > on hold - due to required system upgrade for current Pcard Provider (2A-D, 3F)* Key Communications (3F)* SSAC: 10/7 SSAC: 11/ Time Period Coverd in this Report BoT: 11/17-18 * Specific Recommendations from Admin Review Report Page 10 of 23 APL : Administrative Practice Letter RFP: Request for Proposal SSAC: Shared Services Advisory Committee

11 Key Activity Structure / Organization Transformation IV. Key Milestones January February March - FY2015 Budget Allocation Methodology in place FY14 Q3 - Procurement Operations: > AP Efficiency Module (AP Director): Go / no go decision for upgrade - Dept Management Tools in place: > Performance Assessment Plan > Communication and Feedback Plan (3A-F)* Procurement: Travel & Expense (1a A-E, 3F)* - Travel Services RFP > Vendor Presentations Scored > Reference calls completed - Draft final recommendation - Project planning and System configuration - Contracts in place: > Travel Management Company (TMC) > Travel & Expense System Strategic Sourcing (1b A-E, 3F)* - Sourcing Kick-offs: > Washer / Dryers - Sourcing Kick-offs: > Vehicles > Fuel Credit Card - Sourcing Other > Engage Spend Analytics Firm - Sourcing Kick-offs: > Custodial Paper Goods > Scientific Equipement - Sourcing Other > Provide Data to Spend Analytics Firm Procurement Card '- Pcard System Upgrade > Develop Training Materials > Develop communications plan - Pcard System Upgrade > System upgrade completed > Provide training and support - Pcard RFP / Consortium Contract > Resume Consortium contract review, configuration and planning (2A-D, 3F)* Key Communications (3F)* 'SSAC: BoT: 01/27 'SSAC: BoT: 03/24 * Specific Recommendations from Admin Review Report Page 11 of 23 APL : Administrative Practice Letter RFP: Request for Proposal SSAC: Shared Services Advisory Committee

12 Key Activity Structure / Organization FY14 Q4 Transformation IV. Key Milestones April May June - 2nd Wave New Positions in Place '- Final Wave New Positions or Interim Assignments in Place (3A-F)* Procurement: Travel & Expense (1a A-E, 3F)* - Travel & Expense > Implementation Activity Begins - Travel & Expense > Implementation Activity Continues - Travel & Expense > Implementation Activity Continues > TMC review of service contract opportunities (Air, Car Rental, Lodging) Strategic Sourcing (1b A-E, 3F)* - Sourcing Other > Spend Analytics database available - Sourcing Kick-offs: > Temp Employement Procurement Card - Pcard RFP / Consortium Contract > begin implementation activity as required (2A-D, 3F)* Key Communications (3F)* BoT: 05/18-19 Time Period Covered in this Report * Specific Recommendations from Admin Review Report Page 12 of 23 APL : Administrative Practice Letter RFP: Request for Proposal SSAC: Shared Services Advisory Committee

13 Key Activity Transformation IV. Key Milestones FY15 Q1 July August September Structure / Organization (3A-F)* Procurement: Travel & Expense (1a A-E, 3F)* Strategic Sourcing (1b A-E, 3F)* - Travel & Expense > Implementation Activity Continues - Sourcing Other > Additional Opportunities Identified > FY 15 Work Plan in place - Travel & Expense > Implementation Activity Continues > Select Pilot Site > Compile Training Materials - Travel & Expense > Implementation Activity Continues > Pilot Site confirmed - TMC service contracts in place (Air, Car Rental, Lodging) - New Travel Policy Available (APL) Procurement Card (2A-D, 3F)* Key Communications (3F)* BoT: 07/15 SSAC: 8/29 BoT: 09/23 * Specific Recommendations from Admin Review Report Page 13 of 23 APL : Administrative Practice Letter RFP: Request for Proposal SSAC: Shared Services Advisory Committee

14 Project Start Strategic Sourcing Initiatives In Progress As of June 9, 2014 Title Description Campus Status 4/30/2014 Bio-Waste Disposal System-Wide RFB for BioWaste 5/25/2014 Mass Alert System Unified Mass Alert System (Omnilert) TBD Copier RFP System wide- Copiers/MFP 11/23/2013 Laundry Services Laundry services for student UM, UMF and USM. Contract will be expanded to include UMPI, UMFK & UMM 12/2/2013 F&A Rate Consultant Facilities and Administrative (F&A) Rate Proposal Services 11/26/2013 Collection Services Collection Services 5/20/2014 Nursing Test Exams USM & UMA School of Nursing Exams (see comments) TBD Student Conduct Software USM & UM currently using 9/11/2013 Travel and Expense Management Travel and Expense Management Solution 4/22/2014 Paper products RFB for custodial papers (toilet paper, paper towels, copy paper etc.) includes a resource recovery plan tracking consumption, disposal, reprocessing, and remanufacture TBD WEX Fuel Card System wide 7/1/2013 Energy Consultant Energy Consultant TBD Electrical Supplies Gilman Electric Ballasts and Bulbs- State of Maine Piggy back TBD Compressed and Liquid Gasses inhouse contract vs E&I 2/10/2014 Retention Services Student Retention Services 3/31/2014 Constituent Engagement Management Online giving site with appeals, event invitations, etc. (CEM) TBD CISCO Enterprise License Agreement Support & Maintenance for Software Licenase 10/7/2013 Personal Computers and Hardware, Services and Support Desktop and Laptop computers - objective is one contract for windows computers and one for Mac 5/28/2014 Enterprise Microsoft License Agreement Enterprise Software License Agreement (systems office, all campuses except UMaine for year 1 of 3 year contract TBD Shredding Services Shredding Services for USM (and others?) TBD Mini-Bus Mini-bus Lease for Athletics-USM and UMA System-Wide 4/30/2014 Temporary Tradesmen USM contract for Tradesmen Services 4/30/2014 On Call Services General Facilities and Mechanical Maintance Bid - Pre qualify. 2/1/0201 USM/UMA Re-Key Re-key, update of building entry and card service. TBD Academic/Professional Exam Software USM SOL Exam Software (e.g., Extegrity) 4/10/2014 Towing Services UMaine Campus Mostly revenue contract to be the provider of choice for towing services. 8/7/2013 UMaine Elevator Maintenance Elevator Maintenance Services for UMaine campus with option to add additional campuses during contract Page 14 of 23 State or Consortium Contract Available? Multi Campus? UM Design Yes UMS Analysis Yes Yes UMS Design Yes Yes UMS Analysis No Yes UMS Complete No Yes UMS Complete No Yes UMS Design Yes UMS Concept Yes UMS Award Yes Yes UMS Design Pending Yes UMS Award Yes Yes UMS Analysis No Yes UMS Award Yes Yes UMS Concept Yes Yes UMS Bid No Yes UMS Bid No Yes UMS Analysis Yes Yes UMS Award No Yes UMS Analysis Yes Yes USM Concept Possible Yes USM Design Yes USM Bid no Yes USM Design no Yes USM Bid Yes USM Concept Yes UM Design No Possible UM Analysis Yes Possible

15 Project Start Strategic Sourcing Initiatives In Progress As of June 9, 2014 Title Description Campus Status 12/12/2013 International Student Recruitment Service contract to pre-qualify agencies to recruit international students to UMaine. Agencies 11/6/2013 Advanced Structures Software UM Project Accounting Package w/ tie to MSM 4/22/2014 Graduate Recruitment Services Graduate Recruitment Services for UMaine. 4/28/2014 Board Book Provide the Board of Trustees board bank electronic solution. 5/28/2014 College Board Provides SAT information 4/22/ Ton Asphalt Hot Box trailer 4-ton asphalt hot box trailer, FY2015 purchase 10/30/2013 UMaine Cutler Health Center Service Contractor to provide medical services to Student Health Health Center provider Contract 1/30/2014 Off-Road capable SUV Off-Road research SUV for Environmentanal Physics Department 1/1/2013 Memorial Gym Renovations UM Athletics Office Construction 1/1/2013 Estabrooke Hall Estabrook Hall Construction 1/1/2013 Planetarium Panetarium Construction 1/1/2013 Stewart Hall Stewart Hall Construction 7/1/2013 Official Athletic Apparel Sponsorship Uniforms and training gear for all UMaine sports TBD Aqua-Ventis % design UM Preload contracts for engineering and construction design of floating platform contracts 3/7/2014 Flight Simulator UMA Enclosed, full motion flight simulator for UMA Aviation Program 3/17/2014 Director of Developmental Services - Position managed through coop agreement with UMF. Grant funded. Contractor 3/18/2014 Arts Grant Writer Grant writer for Arts funding to do Cap improvements on performance hall in Presque Isle 2/15/2014 UMPI Stem Upgrade Lab Renovation and Equipment 4/16/2014 4WD Compact Utility Tractor 4WD Compact utility tractor,diesel, HP with cab and accessories. FY2015 purchasedelivery 7/1/-8/30/2014 3/21/2014 Window cleaning Services UM Contracted service to clean interior and exterior windows on UM campus. 3/3/2014 Psychiatric Consultant Psychiatric consulting contractor for UM Counseling Center 7/1/2013 Athletic Ticketing System UM New ticketing system for athletic events 1/1/2014 CNG UMPI Compressed Natural Gas RFP for fuel conversion 4/25/2014 Office Supply RFP State of Maine included UMS in recent proposal. UMS 7/15 exp TBD Banking (Space Rental) USM Student Life- renting space to banking institution TBD Student Retention Services (Hobson) Student Retention/Admissions Services TBD Dental Supplies Dental Supplies- Enable Suppier State or Consortium Contract Available? Multi Campus? UM Design No Possible UM Concept No Possible UM Bid No Possible UMS Bid No Possible UMS Analysis No Possible UM Award No No UM Award No No UM Award Pending No UM Design Yes No UM Design Yes No UM Design Yes No UM Design Yes No UM Award No No UM Prospect No No UMA Complete No No UMF Design No No UMPI Design No No UMPI Design Yes No UM Design UM Analysis No UM Bid UM Prospect No UMPI BID UMS Concept Yes USM Concept No 4/30/2014 Haz-Waste Disposal- Veolia Contract USM to piggyback on UMaine Veolia Contract. Design Page 15 of 23 USM USM Concept Concept

16 STRATEGIC PROCURMENT INITIATIVES Core Team / Subject Matter Experts (SMEs) / Advisory Groups Travel Services Procurement / Travel Card Energy Management Core Team Core Team Core Team IT Hardware Core Team Restricted Funds Advisory Group Rudy Gabrielson - Lead UMS Kevin Carr - Lead UMS Rachel Piper - Lead UMS Kevin Carr - Lead UMS Mike Hastings UM Gregg Allen USM Lisa Fournier UMFK Will Dunlay USM JoAnne Wallingford UMPI Greg Kolvoord UM Stephanie LeBlanc UMF Kim Moody UMA Peter St. Michel UMA Michael Cyr UMS Robert Lad UM Beth Morin UM Kelly Bannen UM Paul Kuplinski USM Derek Husson UM Rick Guthrie UM Kevin Carr UMS Rudy Gabrielson UMS Mike Swartz UM Andrei Strukov UM William Otto UMM Alison Cox - ITS PM UMS Alison Cox - ITS PM UMS Mike Noblet UM Judith Ferrante USM Trish Bola USM Kate Van Dine - ITS UMS Kate Van Dine - ITS UMS Andy Jacobs UMFK BJ Kitchin, Jr. UMA Larry Waxler USM Subject Matter Experts (SME) Subject Matter Experts (SME) Subject Matter Experts (SME) Alison Cox - ITS PM UMS Marjorie Jarry USM Dianna (Dee) Dipaolo USM Sheri Stevens UMA Subject Matter Experts (SME) Peter Watson USM Nicole Vinal Harvie USM Laurie Gardner UMF Kim Tran UMA Vanessa Pearson UMPI Robert Spencer USM John Murphy UMFK Danny Hughes USM Jamie Beaudoin UMF Asita Albert UMFK Tom Potter UMM Jason Howard USM Joyce Blanchard UMA Lisa M Ellrich UMF Janet Waldron UM Todd Zoroya UM Emmanuel Boss UM Lauren Dubois UMA Bob Bertram USM Scott Dunning UM John Mahon UM Diane Blanchette UMA Marty Parsons UMPI John Young UM Patti McPheters UM Jodie Feero UM Chip Gavin UMS Carmel Blankenship UM Sue Randall UM Ranae Byard UM Michele Lodgek UM Ellen Doughty UMS Hiedi Chan Buck UM RFP Response Evaluation Team Bill Kelley - Risk UMS Owen Smith UM Alison Cox - ITS PM UMS Tracy Elliott - Finance UMS Bill Kelley - Risk UMS JoAnne Wallingford UMPI RFP Response Evaluation Team Tracy Elliott - Finance UMS Michael Cyr UMS Alison Cox - ITS PM UMS Derek Husson UM John Brown - ITS UMS Andrei Strukov UM Joyce Blanchard Susan Randall Beth Morin Marty Parsons Tammy Blair UMA UM UM UMPI USM Page 16 of 23

17 STRATEGIC PROCURMENT TRANSFORMATION Transition team Procurement Support Transition Team Kevin Carr - Lead UMS Adam Corrigan UMS Anne-Marie Nadeau UMS Greg Allen UMS Heather Kennedy * UMPI/UMM/UMFK Jeff Joy UMS Kelly Bannen * UM Kim Moody * UMA/UMF Leslie Guerrette UMFK Melissa Groleau * USM Mike Noblet UMS Rachel Piper UMS Sarah Hopkins USM Stephanie LeBlanc UMS Tom Potter UMM Paulette Newcomb UMA * Campus Procurement Coordinator Page 17 of 23

18 Travel and Expense Implementation Project Team Project Manager Alison Cox: Information Technology Services (ITS) * Concur Project Manager TBD * ORGANIZATIONAL READINESS TRAVEL PROGRAM UMS INFORMATION TECHNOLOGY INTEGRATION CONCUR SYSTEM CONFIGURATION Organization Readiness Lead - Kevin Carr : Procurement Services* Training Material Development - Open position: training & Communication - Shorts Travel Website Development - Open position: Training & Communication Trainers - Procurement Coordinators (4-5) - Nina Conners: Travel Admin - Ann Marie Nadeau: Special Projects - Kevin Carr (back up): Procure Services - Shorts Travel Deployment - Kevin Carr: Procurement Services - Rudy Gabrielson: CPO - others to be brought in as needed Help Desk - Procurement Coordinators - Nina Conners: Travel Admin Travel Program Lead - Rudy Gabrielson: CPO * Expense Reconciliation Team - Nina Conners: Travel Administrator * - Mike Noblet: Procurement Ops * - Stephanie LeBlanc: Pcard Admin - Darla Reynolds: Accounting * Corporate Cards - Stephanie LeBlanc: Pcard Admin * - Nina Conners (backup): Travel Admin Duty of Care - Bill Kelley Risk Management Short Travel - TBD Account Manager - TBD Technical lead - TBD Escalation - TBD Lead travel agent PeopleSoft Financials - Matt Byther: ITS * - Kate Van Dine: ITS * - Mike Noblet - Stephanie LeBl,anc Single Sign On - Drew Northup Cognos Reporting - IT Reporting Group - Nina Conners - Jeff Joy - Sourcing data analyst Travel Expense & Travel Request Consultant Technical Consultant Travel Advisory Group Review and Provide Feedback Throughout Implementation Process and Beyond Membership recruiting will begin with RFP Travel Core Team and Advisory Groups Traveler Representatives (TBD) - Frequent In-State - Conferences - Athletics - Students - Faculty - International - Admissions and Recruiting - Travel Arrangers - Muskie School - Grant Funded Research - Coop Extension Admin Representatives (TBD) - Finance: Large Campuses - Finance: Medium/Small Campuses - Risk Management - Accounting - Information Technology Services Travel Steering Committee Name * = Travel System Implementation Core Team Member - Project Sponsor Chip Gavin (System Dir, Facilities Management and General Services) - Facilitator - Rudy Gabrielson Chief Procurement Officer - Large Campus: UM: Claire Strickland USM: Amy Blaisdell - Small Campus: UMPI, UMM : Marty Parsons - Information Technology Services: Cindy Mitchell - UMS Finance: Tracy Elliott Revision Date: June 04, 2014 Page 18 of 23

19 Roles and Responsibilities: Travel Advisory Group (TAG) Initiative: TRAVEL SERVICES Travel Advisory Group (TAG) Roles and Responsibilities Ensure that travel and expense products, services and processes being implemented adequately support specific travel needs and requirements of primary stakeholders as follows: Goal 1. Provide an improved traveler experience with flexibility, as applicable 2. Manage and reduce travel expenses through improved visibility of travel costs, competitive contracts with travel providers, and increased utilization of on-line travel services 3. Develop and provide a multi-level training, communication and user support campaign to drive adoption and customer satisfaction 4. Develop consistent travel procedures and practices, standardize reporting, eliminate redundancy, operate more efficiently and remove paper The Travel Advisory Group may be asked to do one or all of the following: Process Review proposed travel policy/process updates and provide/gather feedback Participate in focus groups to review system configuration outlines and demos Participate in training and review and provide feedback for travel system roll-out campaign materials Travel Timing No travel is required, scheduling is flexible. Implementation of travel services is expected to be in place in January Between now and implementation we are expecting 4-6 meetings, approximately 1.5 hours each. An agenda and meeting materials will be provided at least two days before each meeting for review prior to attending the meeting. Page 19 of 23

20 Roles and Responsibilities: Travel Steering Committee Goal Process Travel Timing Initiative: TRAVEL SERVICES Travel Steering Committee Roles and Responsibilities Provide guidance and leadership throughout the implementation process to ensure that travel and expense products, services and processes being implemented adequately support specific travel needs and requirements of primary stakeholders as follows: 1. Provide an improved traveler experience with flexibility, as applicable 2. Manage and reduce travel expenses through improved visibility of travel costs, competitive contracts with travel providers, and increased utilization of on-line travel services 3. Develop and provide a multi-level training, communication and user support campaign to drive adoption and customer satisfaction 4. Develop consistent travel procedures and practices, standardize reporting, eliminate redundancy, operate more efficiently and remove paper The Steering Committee may be asked to do one or all of the following: Monitor progress and status Validate and/or provide guidance regarding recommendations Assist and advise in communications strategies Ensure alignment with other administrative review initiatives Provide timely response for requests for input and feedback No travel is required, scheduling is flexible. Implementation of travel services is expected to be in place in January Between now and implementation we are expecting and introduction meeting and then approximately 8 monthly meetings of one hour each. An agenda and meeting materials will be provided at least two days before each meeting for review prior to attending the meeting. Page 20 of 23

21 AP BACKLOG INFORMATION 3,000 2,500 2,000 2,159 1,500 1,000 1,948 2,030 1,663 1,831 1,703 1,165 1,108 1, /11/2014 4/21/2014 4/28/2014 5/2/2014 5/12/2014 5/16/2014 5/23/2014 5/30/2014 6/6/2014 Backlog* Timely ** BACKLOG TARGET Date 4/11/2014 4/21/2014 4/28/2014 5/2/2014 5/12/2014 5/16/2014 5/23/2014 5/30/2014 6/6/2014 Backlog* Timely ** 1,948 2,030 2,159 1,663 1,831 1,703 1,165 1,108 1,136 Total Invoices to be Processed 2,240 2,398 2,848 2,055 2,205 1,996 1,376 1,307 1,300 BACKLOG TARGET * Backlog: Invoices in the queue longer then 21 days from invoice date. ** Timely: Invoices expected to be processed on time Page 21 of 23

22 AP Backlog Stats YTD 3,500 3,000 1,725 2,159 1,328 2,500 2,030 1,948 1,831 Invoice Counts 2,000 1,500 1,296 1,278 1, ,182 1,077 1,061 1,425 1,098 1,234 1,657 1,617 1,071 1,686 1,224 1,509 1,488 1,519 1,406 1,598 1,663 1,703 1,165 1,108 1,136 1,000 1, /10 10/22 10/28 11/1 11/8 11/15 11/22 11/29 12/6 12/13 12/20 12/27 1/3 1/10 1/17 1/27 2/3 2/10 2/17 2/24 3/3 3/10 3/17 3/24 3/31 4/7/2014 4/11/ /21/201 4/28/201 5/2/2014 5/12/ /16/201 5/23/ Timely ** 1,725 1,328 1, ,182 1, , ,061 1,425 1,098 1,234 1,657 1,617 1,071 1,686 1,224 1,509 1,488 1,519 1,406 1,598 1,948 2,030 2,159 1,663 1,831 1,703 1,165 1,108 1,136 Backlog* 1,296 1, /30/201 6/6/ Page 22 of 23

23 Staffing Plan Status as of June 6, 2014 Detail of Chart 14, Page 46 of Administrative Review Report Chief Procurement Officer Rudy Gabrielson Start Date: STRATEGIC SOURCING Director Rachel Piper Start Date: PROCUREMENT SERVICES Director ACTING: Kevin Carr Start Date: PROCUREMENT OPERATIONS Director ACTING: Mike Noblet Start Date: Sourcing Manager1 IT Category Robin Cyr Start Date: Procurement Data Analyst Sarah Hopkins Start Date: Campus Procurement Coordinator: UM Kelly Bannen Start Date: Special Projects ACTING: Anne-Marie Nadeau Start Date: Pcard Administrator Stephanie LeBlanc Start Date: Accounting Support1 Spec CL3 Donita Gallant Start Date: Sourcing Manager2 Office Category Gregg Allen Start Date: Contracts Coordinator Campus Procurement Coordinator Primarily Supports: UM/UMS Training & Communications Administrator Travel Administrator Nina Conners Start Date: Accounting Support1 Spec CL2 Bruce Ellis Sourcing Manager3 Academic Category James Gilmore Start Date: Campus Procurement Coordinator: USM Michelle Groleau Start Date: Quality Assurance Procurement Data Administrator Adam Corrigan Accounting Support2 Spec CL2 Judy Gil Sourcing Manager4 Facilities/Transportation Category Matthew Robinson Start Date: Campus Procurement Coordinator: UMA/UMF Kim Moody Start Date: Finance Systems Coordinator Jeff Joy Accounting Support3 Spec CL2 Jordan Shank Campus Procurement Coordinator: UMM, UMPI, UMFK Heather Kennedy Start Date: Accounting Support4 Spec CL2 Marie LaForge Accounting Support5 Spec CL2 Michelle Pinette Page 23 of 23